Within the Mutualized Office of Expertise France in the Philippines, and under the hierarchical supervision of the Procurement and Grants Manager, the Logistics and Missions Officer will be responsible for the planning, organisation and follow-up of missions, travel arrangements, events and logistical support for Expertise France projects in the Philippines.

The position is designed as an operational logistics role within the Procurement, Grants and Logistics unit. The Logistics and Missions Officer will support project implementation by ensuring that missions, expert deployments, workshops, trainings, events and office logistical needs are properly prepared, documented, implemented and archived.

The Logistics and Missions Officer will work closely with project teams, the EU-PH Digital Economy Package Procurement Officer, the Junior Grants and Procurement Officer, the Administration and Finance unit and external service providers. He/she will ensure that logistical arrangements are organised in line with Expertise France procedures, donor requirements, budget availability, procurement rules and internal documentation standards.

The Logistics and Missions Officer will support logistics-related purchases and recurrent logistical arrangements under the guidance of the Procurement and Grants Manager and, where relevant, in coordination with the EU-PH Digital Economy Package Procurement Officer and the finance unit.

The Logistics and Missions Officer will notably be responsible for:

1. Mission planning and travel logistics

• Organise travel arrangements for experts, project teams and other authorised participants, including flights, accommodation, local transport, transfers and other mission-related logistics.
• Support project teams in planning missions by clarifying logistical needs, expected dates, locations, participants, transport constraints and operational requirements.
• Prepare and follow up mission-related documentation, including mission orders, travel requests, accommodation confirmations, transport arrangements, contact lists and logistical briefing notes.
• Coordinate with travellers before, during and after missions to ensure that logistical arrangements are clear, confirmed and properly followed up.
• Identify and propose appropriate logistical solutions for missions, including hotels, transport providers, venues, local service providers and practical arrangements, in line with Expertise France procedures and requirements.
• Anticipate logistical constraints, delays or risks and propose practical solutions in coordination with project teams and the Procurement and Grants Manager.
• Maintain updated mission tracking tools, including planned missions, confirmed arrangements, pending actions, logistical costs and documentation status.
• Ensure that mission arrangements take into account applicable administrative, financial and security-related instructions, while escalating any sensitive issue to the relevant manager or security focal point.

2. Organisation of events, workshops and project activities

• Organise the logistical arrangements for workshops, trainings, meetings, seminars, field visits and other activities of Expertise France projects in the Philippines.
• Coordinate with project teams to define logistical needs, including venue, catering, interpretation, equipment, transport, accommodation, visibility materials, participant management and on-site support.
• Prepare logistical planning for events, including checklists, timelines, supplier coordination, participant lists, attendance sheets, rooming lists, materials and follow-up documents.
• Support the identification of suitable venues, hotels, transport providers, catering services and other logistical service providers.
• Coordinate event implementation on site when required, ensuring that logistical arrangements are delivered according to agreed requirements and timelines.
• Collect and organise the documents required after events, including attendance lists, invoices, rooming lists, transport documentation, delivery notes, photos where relevant and other supporting documents.
• Ensure that logistical files related to events and activities are complete, traceable and ready for financial processing and audit purposes.
• Contribute to improving standard tools and practices for event logistics, including checklists, supplier databases, templates and post-event documentation processes.

3. Support to experts, consultants and project teams

• Act as the operational logistics focal point for experts, consultants and project teams requiring support for missions, travel, accommodation, events or activity implementation.
• Provide practical information to experts and visitors regarding travel arrangements, accommodation, local transport, mission schedules, office access and logistical procedures.
• Support the onboarding of short-term experts from a logistical perspective, including coordination of travel arrangements, accommodation, local transport and practical information.
• Ensure regular communication with project teams on the status of logistical arrangements, pending documents, supplier confirmations and implementation constraints.
• React promptly to unforeseen logistical issues and propose appropriate solutions in coordination with the relevant teams.
• Support the smooth circulation of logistical information between project teams, suppliers, finance colleagues and the Procurement, Grants and Logistics unit.
• Contribute to a service-oriented approach towards project teams while ensuring that logistical arrangements remain compliant with procedures and documentation requirements.

4. Administrative and documentary follow-up of missions and activities

• Prepare, collect, verify and organise supporting documents related to missions, travel, workshops, trainings, events and other logistical activities.
• Ensure that invoices, booking confirmations, boarding passes, attendance lists, rooming lists, transport documents, delivery notes and other supporting documents are complete and coherent.
• Follow up with experts, participants, service providers and project teams on missing documents or clarifications required for payment, reporting or archiving.
• Prepare logistical files for transmission to the Administration and Finance unit, ensuring that documentation is properly organised and payment-ready.
• Maintain physical and digital files for missions, events and logistical activities, in line with the filing structure of the Mutualized Office.
• Ensure that logistical documentation is properly named, filed and archived to facilitate internal controls, donor verifications and external audits.
• Support the preparation of documentation requested during audits or internal controls for logistics-related expenditure and activities.

5. Simple logistics-related purchases and supplier coordination

• Support simple logistics-related purchases and low-complexity procurement needs linked to office functioning, missions, events and project activities.
• Identify and contact service providers for logistical needs such as hotels, venues, transport, catering, office supplies, courier services, printing, equipment rental or other recurrent services.
• Collect quotations, basic supplier documentation and supporting information for simple purchases, in coordination with the EU-PH Digital Economy Package Procurement Officer where required.
• Prepare and follow up simple purchase requests, orders, delivery confirmations and supplier documentation, in accordance with Expertise France procedures.
• Support the establishment and regular update of supplier databases for logistical services, including hotels, transport providers, venues, caterers, printing services and other recurrent providers.
• Contribute to the monitoring of supplier performance, including quality of services, responsiveness, reliability, compliance with agreed terms and recurring implementation issues.
• Escalate any procurement-related uncertainty, compliance issue, recurrent supplier problem or non-standard purchase request to the Procurement and Grants Manager or EU-PH Digital Economy Package Procurement Officer.
• Ensure that simple logistics-related purchases remain properly documented, traceable and compliant with applicable rules.

6. Office-related logistical support and simple administrative purchases

• Support the day-to-day logistical functioning of the Mutualized Office through the follow-up of simple office-related needs, in coordination with the Finance and Administrative Manager and under the supervision of the Procurement and Grants Manager.
• Support simple administrative and logistical purchases linked to the functioning of the office, such as office supplies, printing, small equipment, courier services, meeting materials, consumables and other low-complexity needs.
• Collect basic quotations, supplier information, invoices, delivery notes and supporting documents for simple office-related purchases, in accordance with Expertise France procedures.
• Coordinate with the Administration and Finance unit to ensure that office-related purchases are aligned with budget availability, payment processes and supporting documentation requirements.
• Follow up deliveries, receipt of goods and services, and transmission of complete documentation to the finance unit for payment processing.
• Maintain simple tracking tools for office-related purchases, supplies and recurrent logistical needs.
• Escalate to the EU-PH Digital Economy Package Procurement Officer or Procurement and Grants Manager any purchase requiring a formal procurement procedure, contractual arrangement, framework agreement, recurrent supplier arrangement or higher-level validation.

7. Coordination with procurement, finance and project teams

• Coordinate closely with the project teams on logistics-related purchases, supplier arrangements, event contracts, venue bookings and recurrent service needs.
• Coordinate with the Administration and Finance unit to ensure that logistical expenses are supported by complete documentation, budget information and payment-ready files.
• Support project teams in anticipating logistical needs and preparing the information required for procurement, finance and operational planning.
• Ensure that logistical arrangements are consistent with project budgets, procurement requirements, payment processes and donor documentation standards.
• Participate in internal coordination meetings where mission planning, event logistics, procurement follow-up or payment preparation are discussed.
• Maintain clear communication with all relevant stakeholders to avoid delays, duplication of requests or incomplete documentation.
• Alert the Procurement and Grants Manager on logistical bottlenecks, recurrent issues, supplier risks, documentation gaps or potential compliance concerns.

8. Tracking tools, archiving and continuous improvement

• Maintain and update logistics tracking tools, including mission calendars, event follow-up tables, supplier databases, pending documents, payment documentation status and logistical action trackers.
• Ensure that logistical data is accurate, up to date and shared with relevant colleagues in a timely manner.
• Contribute to the preparation of internal reports, summaries or dashboards related to missions, events, logistical activities and supplier follow-up.
• Support the development and improvement of logistics templates, checklists, filing systems, workflows and standard operating procedures within the Mutualized Office.
• Contribute to the preparation and regular updates of the Mutualized Office procedures manual, particularly for missions, events, logistical arrangements, simple purchases and documentation flows.
• Identify recurring logistical issues and propose practical improvements to strengthen efficiency, compliance, traceability and service quality.
• Contribute to a service-oriented and compliance-focused working culture within the Mutualized Office, supporting project delivery while ensuring proper documentation and respect of procedures.

This job description may evolve according to Expertise France's operational requirements and the needs of Expertise France projects in the Philippines.